La Verne, California

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Detailed Job Description

Administrative Assistant in charge of front office management for a busy University of La Verne Communications Department supporting the professors, staff and students. Successful applicant must be flexible, calm under pressure, able to take initiative and work independently plus be dedicated to outstanding customer service. Responsibilities include maintaining/monitoring budgets for Journalism, Radio/TV, LVTV and KWST. In addition, the successful applicant will prepare, process and follow through with adjunct faculty contracts and hiring paperwork. Student worker supervising, training and coordination are a job responsibility as is being the “face of the department” to all who walk in the front office door. The position is responsible for a range of clerical and administrative duties in a busy setting with many established deadlines.

Specific Duties

The Administrative Assistant will work closely with the Department and Program chairs on many projects, key among them the maintenance of budgets, contract preparation for adjunct faculty, student worker supervision and special event coordination. Included in the job duty list is the preparation of detailed spreadsheets, contracts, pay advices, revenue deposits and textbook lists, and much more. The Administrative Assistant will support all staff in photo copying, use of various University forms, and lead in directing students and faculty to proper University of La Verne human resources. S/he will be responsible for office and forms supply ordering and inventory, postage and mailing preparation, textbook and desk-copy requests and tracking, document scanning, and following through with departmental inquiries to other University offices. The Administrative Assistant will monitor and maintain equipment and supplies. The successful applicant will be part of a Communications Department team dedicated to providing outstanding customer support to one another, students, faculty, administrators, alumni, trustees, general public, and representatives of corporate, community and business partners.

Minimum Qualifications

High school graduate. Strong communication skills: verbal/oral and written business communication needed. At least two years of progressive office experience demonstrating good people skills, good computer skills, organizational skills, good customer service and telephone skills required. The administrative assistant should demonstrate the ability to prioritize, initiate and complete tasks. The applicant will have demonstrated competency in Macintosh and related software, including Microsoft Office, (Microsoft Word, Excel). The person will hold the ability to learn new University of La Verne educational database specific software. Familiarity and skills in using all varieties of office machines, i.e. phone, fax, computers, printers, copy machines, scanners, LCD projectors are necessary. The applicant will hold the willingness and ability to work quickly and efficiently to achieve results and meet planned and unplanned deadlines. The person will be able and willing to make occasional trips in the La Verne/San Dimas area and to drive the Departmental vehicle as needed. The applicant must have a valid CA Driver’s License and good driving record.

Preferred Qualifications

Benefits Summary

The hiring range for this position is dependent upon qualifications and departmental equity. Benefits of employment include a comprehensive health and welfare plan, tuition remission program for employee, spouse and dependent children and a generous 10% contribution to the University’s 403B retirement plan.